Senior Manager, Finance and Administration

Senior Manager, Finance and Administration

Accounting/Payroll Full Time North York, ON $84,000 - $100,000 CAD per year

Position Title: SeniorManager, Financeand Administration

Location: This position is primarily based at 100 Sheppard Avenue East, Unit1201,North York,with the possibility of working at any of our other locations.

Vacancy:Existing

Vacancy number: FIN -0002

Number of openings: 1

Hours: 35 hours per week, Full-time, In- person, 9am - 5pm

Classification:This is a full-time permanent position

Reporting to:Executive Director

Application Deadline:July 29, 2026, 11:59 EST

Position Summary:

The Senior Manager, Finance and Administration is a senior leadership role responsible for overseeing the organization’s finance, accounting, compliance, administration, facilities, procurement, insurance, and operational systems. Reporting to the Executive Director, the Senior Manager provides strategic and operational leadership to ensure the organization has strong financial management, effective internal controls, accurate reporting, efficient administrative systems, and compliant practices across all sites and programs.

The role is responsible for leading the annual budgeting process, financial planning and forecasting, funder and grant compliance oversight, audit preparation, CRA and regulatory reporting, financial analysis, risk management, and reporting to the Executive Director, Board of Directors, and relevant Board committees. The Senior Manager also oversees administrative operations, including facilities, leases, vendors, insurance, procurement, equipment, office systems, and organizational compliance requirements.

The Senior Manager works closely with the Executive Director, program leadership, finance staff, administrative staff, auditors, funders, vendors, contractors, and external partners to strengthen financial accountability, operational efficiency, and organizational sustainability.

Key responsibilities:

Financial Leadership and Oversight

• Lead and oversee the organization’s accounting, financial management, budgeting, forecasting, financial reporting, and internal control functions.
• Develop, implement, and monitor financial policies, procedures, systems, and controls to ensure compliance with generally accepted accounting principles, funder requirements, CRA requirements, and organizational policies.
• Lead the preparation of the annual operating and capital budgets in collaboration with the Executive Director, program leads, and management team.
• Monitor organizational financial performance and provide regular financial analysis, forecasts, variance reports, and recommendations to support planning and decision-making.
• Review monthly financial statements, balance sheet reconciliations, budget-to-actual reports, cash flow reports, and project-level financial reports prepared by finance staff.
• Oversee the integrity of the general ledger, accounts payable, accounts receivable, payroll-related financial records, deferred revenue, prepaid expenses, capital assets, and other key accounting records.
• Ensure timely and accurate monthly, quarterly, annual, and year-end financial reporting for internal and external purposes.
• Develop financial dashboards, forecasting tools, templates, and reports to improve transparency, accountability, and decision-making across the organization.
• Monitor organizational cash flow and support the Executive Director in financial planning, risk assessment, and resource management.

Funder, Grant, CRA, and Compliance Reporting

• Oversee financial compliance with all funding agreements, contribution agreements, grants, donor restrictions, and legislative requirements.
• Ensure financial reporting to funders is accurate, timely, complete, and aligned with approved budgets and funder expectations.
• Review and approve funder financial reports, budget revisions, reconciliations, and supporting documentation before submission.
• Support program managers and directors with budget development, funder reporting, variance analysis, and financial planning.
• Oversee the preparation and submission of required government and regulatory filings, including CRA charitable returns, HST rebates, EHT, property tax rebates, tax receipts, and other applicable financial or compliance reports.
• Ensure donation-related financial information, tax receipting, and donor database financial records are accurate and properly reconciled, in collaboration with the appropriate staff.

Audit, Risk Management, and Internal Controls

• Lead the annual audit process and act as the primary liaison with external auditors, in collaboration with the Executive Director and finance team.
• Ensure audit working papers, schedules, reconciliations, and supporting documentation are prepared accurately and on time.
• Identify financial, administrative, compliance, and operational risks and recommend improvements to reduce organizational exposure.
• Develop, implement, and monitor internal controls to safeguard organizational assets, prevent errors or irregularities, and strengthen financial accountability.
• Support the Executive Director and Board of Directors with financial risk analysis, audit findings, compliance matters, and financial sustainability planning.

Board, Executive, and Management Reporting

• Prepare and present financial reports, analysis, and recommendations to the Executive Director, Board of Directors, Finance Committee, and Audit Committee, as required.
• Support the Executive Director in preparing financial materials for Board meetings, annual general meetings, funder meetings, and strategic planning processes.
• Provide clear explanations of financial results, budget pressures, risks, and trends to support informed decision-making.
• Contribute to organizational planning by providing financial analysis related to programs, staffing, facilities, funding, and long-term sustainability.

Administration, Facilities, Procurement, and Vendor Management

• Lead and oversee administrative operations, facilities management, procurement, insurance, leases, vendors, contractors, equipment, and office systems.
• Manage organizational leases, facilities agreements, service contracts, insurance renewals, and vendor relationships.
• Lead procurement processes, including requests for proposals, vendor selection, contract review, negotiations, and implementation of new suppliers or services.
• Oversee facilities operations across organizational sites to ensure offices are safe, accessible, functional, well-maintained, and aligned with operational needs.
• Coordinate maintenance, repairs, renovations, relocations, equipment purchases, and office improvements in collaboration with staff, landlords, vendors, and contractors.
• Ensure appropriate systems are in place for office equipment, telecommunications, technology-related administration, furniture, supplies, storage, security, waste management, and space planning.
• Develop and maintain administrative policies, procedures, documentation standards, and tracking systems to improve efficiency and reduce organizational risk.
• Support emergency preparedness, health and safety, accessibility, and business continuity planning related to facilities and administration.

Process Improvement and Systems Development

• Evaluate current finance and administration processes and recommend improvements to streamline workflows, reduce duplication, improve accuracy, and increase efficiency.
• Lead or support implementation of new finance, administration, reporting, payroll, procurement, or operational systems.
• Identify opportunities for automation, improved documentation, better reporting tools, and stronger cross-departmental collaboration.

People Leadership and Team Supervision

• Supervise, mentor, and support finance and administration staff, including assigning work, reviewing deliverables, providing coaching, and supporting professional development.
• Ensure the finance and administration team has clear roles, responsibilities, timelines, and performance expectations.
• Review and approve work prepared by finance staff, including reconciliations, journal entries, financial reports, funder reports, payroll-related financial reports, and audit schedules.
• Support team collaboration, problem-solving, workload planning, and continuous improvement.
• Provide backup support and leadership coverage for key finance and administration functions when required.

Qualifications and Experience

• University degree in accounting, finance, business administration, or related field.
• Minimum of five (5) years of progressive financial management experience, preferably in a not-for-profit, charitable, or funder-funded environment.
• Strong experience with budgeting, forecasting, financial reporting, audit preparation, internal controls, and financial analysis.
• Experience managing restricted funding, grant reporting, funder compliance, and project-based budgets.
• Knowledge of not-for-profit accounting, CRA charitable reporting, HST rebates, EHT, tax receipting, and other regulatory compliance requirements.
• Experience supervising finance, accounting, or administration staff.
• Experience with administration, facilities, procurement, leases, insurance, vendors, contracts, and office operations.
• Experience working with a Board of Directors, Finance Committee, Audit Committee, or senior leadership team is a strong asset.
• Experience in a unionized environment is an asset.
• Experience with Sage or similar accounting software is an asset.
• Advanced proficiency in Microsoft Excel and strong working knowledge of Microsoft Office applications.
• Experience with financial systems, reporting tools, databases, payroll systems, or ERP systems is an asset.
• Satisfactory Criminal Record with Judicial Matter Check.
• Comprehensive health and wellness benefits.
• Generous paid time off.
• Training and Development Opportunities.

Apply Now

If you’re passionate about leveraging your skills to make a social impact, we’d love to hear from you! Submit your resume and cover letter on Collage.

Newcomer Women’s Services Toronto is an equal opportunity employer and encourages applications from women, newcomers, and underrepresented groups.

Note: Accommodations are available upon request for all aspects of the selection process. Please inform us of any needs in advance.

Disclaimer: Artificial Intelligence (AI) tools will not be used in the screening, evaluation, or selection of candidates. All applications are reviewed and assessed by our hiring team.

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